Disconnect from a personal Gmail account: If you have connected your Saint Mary's e-mail account to a personal Gmail account, please follow the instructions available at http://www.saintmarys.edu/resnet/resnetfaq/gmail.html to disconnect the accounts. If your accounts are connected and you do not complete these steps first, you may encounter problems logging into your new Google Apps account.
Passwords: You can change your Saint Mary's password (which provides access to Google Apps, Blackboard, PrintLimit, and cluster/classroom computer logins) at any time by visiting http://www.saintmarys.edu/account and following the steps listed. Google recommends that your password be at least eight characters long.
Security: We recommend that you DO NOT check the box to Stay Signed In. Checking this box will allow anyone with access to your computer to also be able to access your Saint Mary's e-mail account and Google Apps features.
Sign in from Saint Mary's: Visit http://webmail.saintmarys.edu to access your Saint Mary's Google Apps account, entering your Saint Mary's user name and password where prompted to log in.
Sign in from Google.com: If you would like to use http://www.google.com to access your Saint Mary's account, please enter your complete saintmarys.edu e-mail address and password to log in.
Mobile devices: If you wish to access your Saint Mary's e-mail via a mobile device, you must first log into the Google Apps website and accept the Terms of Service. Instructions for setting up mobile devices are available here. Information Technology (ResNet and the Helpdesk) provide limited support for iOS devices (iPhone, iPad, and iPod Touch), including assistance with connecting to Google Apps.
POP and IMAP: We recommend using a web browser to access Google Apps from your computer, rather than a separate POP or IMAP e-mail client. We encourage you to use the web interface for Google Apps so all of the features (Mail, Calendar, Contacts, Drive, Talk) will be in one place and will travel with you wherever you go on any device you choose to use. With the exception of mobile devices, Information Technology does not plan to have documentation available for configuring mail clients (including Apple Mail, Mozilla Thunderbird, and Microsoft Outlook) during our rollout of Google Apps. We want people to experience all of the communication and collaboration tools that Google Apps has to offer.
POPing mail to personal Gmail accounts: If you configured your personal Gmail account to pull your Saint Mary's Saint Mary's e-mail messages into Gmail, those settings will break after your Zimbra account has been migrated to Google Apps. Information Technology does not recommend linking your Saint Mary's Google Apps account to your personal Gmail account.
- With the transition to Google Apps for Education, Saint Mary's students, faculty, and staff can take advantage of unlimited storage space per account for Google Mail and Google Drive (personal Gmail accounts only provide 15GB of space).
- Google Apps provides a suite of productivity and collaboration tools beyond Mail, including Google Drive, Google Calendar, and Google Talk.
- Using your Saint Mary's Google Apps account will make sharing and editing documents, scheduling events, and chatting with other faculty, staff, and students easier than before.
Supported Web Browsers: Saint Mary's College and Google recommend using current versions of Mozilla Firefox, Google Chrome, Apple Safari, or Microsoft Internet Explorer to access Google Apps. For details on Google's supported web browsers, please visit here.
Signing into multiple Google accounts: You can sign into multiple Google accounts - this is helpful if you have both a Saint Mary's Google Apps for Education account and a personal Gmail account. Here are the different options for accessing your multiple accounts:
- Use Google's multiple sign-in feature. Instructions and Google Apps compatibility information is available at http://support.google.com/accounts/bin/answer.py?hl=en&answer=1721977
- Use Google Chrome's incognito window feature to log into a second Google account. For more information about this option and the private browsing it offers, visit http://support.google.com/chrome/bin/answer.py?hl=en&answer=95464
- Use multiple profiles in Google Chrome. While this feature was intended for multiple users of a single computer, it is also ideal for a single user of a computer with multiple Google accounts. For details on Google Chrome's multiple profiles, visit http://support.google.com/chrome/bin/answer.py?hl=en&answer=2364824
- Use different web browsers for each of your different accounts. (For example, you could use Google Chrome for your Saint Mary's Google Apps for Education account and Mozilla Firefox for your personal Google account.)
Quota: Faculty, staff, and students have unlimited storage for Google Mail, Google Drive, and Picasa Web Albums with Google Apps for Education.
Conversation View: Do you want to turn Mail's Conversation View off? From Google Mail, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. In the General tab, in the Conversation View section, click on the button next to Conversation view off. Click the Save Changes button at the bottom of the window (you may need to scroll down to see the button).
Signatures: To add a signature for all outgoing messages, go to Google Mail, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. In the General tab, in the Signature section, click on the button next to the text box (and not next to No signature). In the available text box, type what you want to have appear in your signature exactly as you want it to appear in your messages. (Common items to include are your name, your e-mail address, and other contact information you wish to share with any person you send e-mail to.) Click the Save Changes button at the bottom of the window (you may need to scroll down to see the button).
Changing your Display Name: If your name in Google Mail is not appearing as you prefer in your sent messages (you use a nickname), you can change the way your name appears. From Google Mail, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. In the Accounts tab, in the Send mail as: section, click on edit info (to the right of your Saint Mary's e-mail address). Next to Name: click the button next to the blank field. Type in your name as you wish it to appear in messages sent from your Google Apps account. Click the Save Changes button. (Your name as it appears in Google Apps is the same as what appears in the online phonebook.)
Setting Unread Messages to be listed first: In Google Mail, go to the click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. Click on the Inbox tab. In the Inbox type: pop-up menu, select Unread first. In the Inbox sections: option that appears, click on the Options link next to Unread. Make sure that Show up to: is set to a number that will allow as many of your unread messages to appear in the top section as you wish. For most people, setting that number to the maximum option (50 items) is ideal for seeing all unread messages at once. As you read messages, new unread messages will filter to the top of your inbox. For the Inbox unread count: you may wish to change the setting to have Google Mail display how many unread messages you have. The default is to have Google Mail display only the number of unread messages you have in your top "unread first" section of mail (Unread items in the first section), but you can also have Google Mail display the number of unread messages in your entire inbox (Unread items in the inbox) or have Google Mail display both the number of unread messages you have in your top "unread first" section of mail AND the number of unread messages in your entire inbox (Unread items in the first section and inbox).
Inbox tabs: Google has an inbox feature that will allow you to configure up to five tabs to help organize your messages. To use this feature in Google Mail, go to the click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Configure inbox from the list that appears. For more information on Inbox tabs, please refer to Google's documentation "Inbox tabs and category labels."
Labels, Filters, and Folders: Instead of folders, Google Mail has "labels." Labels are similar to folders, but are more flexible, because you can add multiple labels to a message to categorize it in several ways. For detailed instructions on setting up labels and filters in Google Mail, please refer to Google's documentation "Gmail: Signatures, labels, and filters."
Fonts: You can edit the font size you type in. For an individual message, click the Compose button to open a new message, then click on the Formatting options button (A) next to the Send button. Click on the Size button (TT) and select the font size you wish to use. For setting the size on all messages, go to the click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. Click on the General tab. Scroll down to Default text style and make the changes there for how you want all of your message text to appear by default.
Archive: You can use Google's Archive feature to clean out your Inbox. When you have a message selected in your Inbox or open for you to view, there is a button that looks like a box with a downward-pointing arrow on it. Clicking on this button will archive your message, or remove it from your Inbox. The message has not been deleted - it can still be found in All Mail (listed in the left column of Google Mail). You can also find archived messages using the search feature in Google Mail. When searching, you may want to click on the small triangle on the right end of the search box at the top of the window to make sure you are searching in All Mail rather than your Inbox or other location.
Sending messages to Listservs: Please be aware that if you send a message to a listserv (including the Saint Mary's fac-staff, students, and allsmc lists), Google Mail will not display the message in your Inbox. Google Mail considers the message a duplicate, and will instead show the message you sent under All Mail. The message that you receive from LISTSERV@LISTS.saintmarys.edu is your confirmation that the messages was distributed to its intended recipients. If you would like to easily see the messages you send to listservs, you can create a label for the listserv in your Google Mail account, and then set a filter for the To: field with the listserv address.
Vacation Message: When your vacation response is active, Google Mail will send an automated reply to anyone who e-mails you. (Messages marked as spam and messages addressed to a mailing list you subscribe to will not receive your vacation response.) The reply will only be sent to people once every four days - but that four day period will reset if you edit your response in the meantime. From Google Mail, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. In the General tab, in the Vacation responder section, Click the button next to Vacation responder on and then enter the beginning and end dates desired for the message to be sent. Enter the Subject and the Message you wish to automatically have sent to people who contact you while you are away. (If you have a signature set for Google Mail, it will automatically be added to the end of your message.) Select whether you wish to have the message sent to anyone in your Contacts or sent to anyone with a saintmarys.edu e-mail address. Click the Save Changes button at the bottom of the page. During the time your vacation response is active, a banner will appear at the top of your Google Mail pages with the subject of your vacation response.
Blocked attachments in Google Mail: Google does not allow you to send or receive executable files (including files ending in .exe). This is to prevent malicious software from spreading over e-mail. For more information, including a list of file types that cannot be sent via Google Mail, please visit http://support.google.com/mail/answer/6590?hl=en
Spam and Google Mail: Google is reputed to have one of the best spam filters available, but no spam filter is 100% accurate. If you receive unwanted messages in your Saint Mary's account, we recommend that you mark the messages as spam using the tool available in Google Mail. This feature not only removes the message from your Inbox, it trains Google to mark the message as spam for you and others. To mark a message as spam when the message is open for you to read, click on the small arrow to the right of the reply button (it will say More when you hover your cursor over it) and select Report spam. If you are viewing your Inbox and see a message that is obviously spam, you can click on the small box to the left of the message to select the message, and then click on the Report spam button that will appear above the list of messages in your Inbox. (The Report spam button will have an icon of an octagon with an exclamation point in it.)
Google's method for blacklisting e-mail addresses (blocking addresses you don't want to receive messages from) is to create a filter for that address and have the unwanted messages go directly to your trash or skip your inbox and go to your archive. (We recommend filtering the messages to your archive - otherwise you may not be able to retrieve a message you later discover wasn't spam and was something that you needed.)
Trash: Please note these important details about deleting messages in Google Mail:
- Messages that were permanently deleted CANNOT be recovered.
- Messages that have been labelled Spam for 30 days will automatically be purged by Google. Those messages cannot be recovered.
- Messages that have been labelled Trash for 30 days will automatically be purged by Google. Those messages cannot be recovered.
- Messages deleted by the user or automatically purged after 30 days from Trash or Spam cannot be restored by a Google Apps Administrator at Saint Mary's College or by Google Support.
Google Mail versus Gmail: Google Mail refers to the mail application that is included with Google Apps for Education, which Saint Mary's College uses. Gmail refers to the personal e-mail accounts offered by Google. Google will frequently interchange the terms in their documentation, since Google Mail and Gmail look similar in many ways and Google's documentation serves to assist users of both Google Mail and Gmail.
Web Clips: By default, Google Mail's Web Clips do not display on Saint Mary's Google Apps accounts. If you would like Googles' Web Clips to to appear above your Inbox, go to Google Mail, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. In the Web Clips tab, check the box next to Show my web clips above the Inbox. (There is no Save Changes button for this setting.)
Gmail Labs: Gmail Labs are not enabled for Saint Mary's College.
Set your location: From Google Calendar, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. Scroll down to the Location field and type in 46556 (the ZIP code for Saint Mary's College). This setting will improve the accuracy of setting event locations.
Receive a daily agenda via e-mail: From Google Calendar, click on the Settings icon (it looks like a gear in the upper right corner of the window) and select Settings from the list that appears. Near the top of the page in the left corner (Under the Saint Mary's College graphic), click on the Calendars link. Click on the Reminders and notifications link next to the calendar you wish to receive the daily agenda for. Check the box in the Email column next to Daily agenda: Receive an email with your agenda every day at 5am in your current time zone.
Sharing Calendars: By default, your "free/busy" calendar information is shared with everyone at Saint Mary's College with a Google Apps account (this makes scheduling meetings easier, as the person issuing the invitation can view your availability). You can share additional information with specific individuals/accounts, share information with everyone, or stop sharing all calendar information. From Google Calendar, in the My Calendars section in the left column, click on the small arrow that appears when you hover your cursor over the name of the calendar you wish to share (or stop sharing). Select Share this Calendar. Select the sharing options you want your calendar to have. Click the Save button to save the settings.
Sharing Calendars - translating permission levels between Zimbra and Google:
If you have shared a calendar in Zimbra with someone, and you are unsure which permission settings you should use in Google Calendar, here is a comparison of what the Zimbra settings were to what the Google Calendar settings are:
- A Zimbra Viewer is the same as See all event details access in Google Calendar
- A Zimbra Manager is the same as Make changes to events access in Google Calendar
- A Zimbra Admin is the same as Make changes AND manage sharing access in Google Calendar
- Zimbra had an option for Public (view only, no password required) sharing. In Google Calendar, you can Make this calendar public but it only allows others to See only free/busy (hide details).
- Zimbra had an option for External guests (view only) sharing. In Google Calendar, you can share a calendar with specific non-saintmarys.edu addresses, but they will only be able to See only free/busy (hide details).
Sharing Calendars with non-Saint Mary's users: When sharing a calendar with specific people, you can enter a non-saintmarys.edu address to share the calendar with. Those individuals will only See only free/busy information or be able to See all event details - they will not be able to edit your Saint Mary's calendars.
Calendar Delegation: You can directly manage others' calendars using shared calendars. For instructions, please refer to Google's "Google Calendar for Administrative Assistants" documentation at https://docs.google.com/document/d/1UQEdjql8vfjopxZ4SD1kPBCIBviiOAWO-8ifg9kt7Wc/edit or watch a video on how to Set up Google Calendar delegation.
Calendar Labs: Calendar Labs are not enabled for Saint Mary's College.
Find & Merge Duplicate Entries: To combine duplicate address book entries for an individual, click on the More button near the top of the window and select Find & merge duplicates… from the list that appears. A window will appear indicating how many duplicates contacts you have. Click Merge to combine the duplicate contacts into a single contact for an individual.
Creating a Contact: From Google Contacts, click on the New Contact button in the left column. Enter the information for the new contact in the fields provided (at minimum, the Name and the Email fields should be completed). Click the Add to My Contacts button when the contact information is complete. (For additional information fields, click the Add button and select the field(s) you want to include.)
Creating Contact Groups: To create a Contact Group (a group of people you send messages to frequently), you first need to have Contacts created for each member you want to add to your Contact Group. From Google Contacts, click New Group in the left column. Enter the name of the group you want to create and click OK. The new group will appear in the left column. Click on My Contacts in the left column. Check the box next to each contact you wish to add to your group. Click on the Groups button at the top of the Contacts page. Select the group you want to add the contacts to (the contacts many already be a part of other groups and be marked as such). Select Apply at the botton of the pop-up menu. (If you are adding contacts from multiple pages of your Contacts, add contacts from one page at a time to a group.)
Creating Contact Groups from a list of e-mail addresses: If you have a list of e-mail addresses that you would like to have in a single Contact Group, and you do not already have a Contact created for each member, you can paste those addresses into a single Contact Group. First, copy the list of e-mail addresses you want to create a group with (select the text with the list of e-mail addresses, go to the Edit menu, and select Copy). From Google Contacts, click New Group in the left column. Enter the name of the group you want to create and click OK. The new group will appear in the left column. Click on the name of the new group you just created. Click on the Add to button (it looks like a person with a plus sign). A small text box will appear. Paste (go to the Edit menu and select Paste) the list of e-mail addresses that you want to create the group with. Click Add at the bottom of the text box. The e-mail addresses will appear as contacts in your Contact Group. You can add additional members to your existing Contact Groups from a list of e-mail addresses using the same method.
To set up the Mail app on an iOS device (running iOS 6, iOS 7, or iOS 8) with your Saint Mary's Google Apps account: Detailed steps provided by Google can be found here, but if you're comfortable setting up your iOS device with minimal instruction, please try the following:
- On your iOS device, go to Settings, then Mail, Contacts, Calendars, and select Add Account...
- Select Microsoft Exchange (iOS 6) or Exchange (iOS 7, iOS 8).
- Enter your Saint Mary's e-mail address (i.e. firstname.lastname@example.org) in the Email field. Enter your Saint Mary's password in the Password field. Type Saint Mary's Google Apps in the Description field, then tap Next.
- Type m.google.com in the Server field. Leave the Domain field blank. Enter your Saint Mary's e-mail address (i.e. email@example.com) in the Username field. Enter your Saint Mary's password in the Password field (which may already be entered for you from the previous screen). Tap Next.
- Make sure that the Mail, Contacts, and Calendars are all turned on. This will give you access to your Mail, Contacts, and Calendars on Google Apps from your iOS device. Tap Save.
- You may be prompted about syncing your Contacts and Calendars. In most cases, you will want to select the Keep on my iPhone (or iPad or iPod touch) option when prompted.
- Your Saint Mary's Google Apps account is now accessible via your Mail app on your iOS device.
To set up the Calendar app on an iOS device (running iOS 6, iOS 7, or iOS 8) to view secondary and shared Google Apps calendars: The setup of an iOS device with Google Apps (see the instructions above) will only display your primary Google Apps calendar (the one designated with your name under My Calendars). To have your additional calendars and shared calendars appear on your iOS device, please try the following:
- From a computer or your iOS device, visit https://www.google.com/calendar/hosted/saintmarys.edu/syncselect
- If you are not already logged into your Saint Mary's Google Apps account, please log in as prompted.
- Select the calendars you want to access on your iOS devices.
- Click the Save button.
- On your iOS device, go to Settings, then Mail, Contacts, Calendars, and select Add Account...
- Select Other.
- Under Calendars, select Add CalDAV Account.
- In the Server field, type: https://firstname.lastname@example.org/user
- In the Username field, type in your Saint Mary's e-mail address.
- In the Password field, type in your Saint Mary's password.
- In the Description field, type in Saint Mary's Calendars.
- Tap the Next button. Your iOS device will verify the account information with Google.
- Your secondary and shared calendars will now appear in your Calendar app on your iOS device.
- If you find that you have duplicate primary calendars appearing in your Calendar app on your iOS device, from the Calendar app, tap the Calendars button in the upper left corner, scroll to the section Saint Mary's Calendars, and deselect the calendar with your Saint Mary's e-mail address. Click Done to save the change. This issue may not occur on all iOS devices.